Updating facility information

Manage Your Facility Profile

Your facility profile is how contract providers identify and verify your business. Keeping this information accurate and up-to-date is essential for smooth claim processing.

Accessing Facility Settings

Who Can Edit

Facility information can be edited by:

• Facility Owner
• Managers with admin permissions
• Users with "Manage Settings" permission

Navigation

1. Click your facility name in the top right
2. Select "Facility Profile"
3. Or go to Settings → Facility

Business Information

Basic Details

Essential business information:

• Legal Business Name: Official registered name
• DBA (Doing Business As): Trade name if different
• Business Type: Independent shop, dealership, chain, etc.
• Years in Business: Establishes credibility

Contact Information

How providers and customers reach you:

• Primary Phone: Main business line
• Fax Number: If applicable
• Email: General business email
• Website: Your facility website
• Social Media: Links to profiles (optional)

Physical Location

Accurate address information:

• Street Address: Physical location
• Suite/Unit: If applicable
• City, State, ZIP: Complete address
• Country: Default is United States

Business Credentials

Tax and Legal Information

Required for payment processing:

• Federal Tax ID (EIN): 9-digit employer identification number
• State Tax ID: If required in your state
• Business License Number: State or local license
• License Expiration: Renewal date

Insurance Information

Liability coverage details:

• Insurance Provider: Name of insurance company
• Policy Number: Your policy ID
• Coverage Amount: Liability limit
• Expiration Date: When coverage renews
• Certificate of Insurance: Upload current certificate

Certifications

Industry certifications and credentials:

• ASE Certifications: List certified technicians
• Manufacturer Certifications: Ford, Toyota, etc.
• Specialty Certifications: Transmission, hybrid, diesel
• Shop Ratings: AAA Approved, BBB accredited, etc.

Service Capabilities

Services Offered

What types of work you perform:

• General mechanical repairs
• Engine and transmission work
• Electrical diagnostics
• Brake and suspension
• HVAC systems
• Hybrid/electric vehicle service
• Diesel repairs
• Collision/body work

Vehicle Types

Types of vehicles you service:

• Passenger cars
• Light trucks/SUVs
• Heavy-duty trucks
• Motorcycles
• RVs/Motorhomes
• Commercial vehicles
• Fleet vehicles

Specialized Equipment

Major equipment and tools available:

• Diagnostic scan tools (list brands)
• Alignment machine
• Tire changer and balancer
• A/C service machine
• Welding equipment
• Paint booth (if applicable)
• Transmission flush machine

Operating Hours

Regular Schedule

Set your normal business hours:

• Hours for each day of the week
• Mark closed days
• Lunch break hours (optional)
• After-hours contact info

Holiday Schedule

Manage holiday closures:

• Mark standard holidays
• Add custom closure dates
• Set reduced hours for holidays
• Automatic closure notices to providers

Emergency Services

After-hours availability:

• Emergency contact number
• Towing services offered
• 24/7 availability (if applicable)
• Emergency response time

Labor Rates

Standard Rates

Set your hourly labor rates:

• Diagnostic Rate: For troubleshooting and diagnosis
• Mechanical Rate: General repair work
• Electrical Rate: Electrical system repairs
• Body Work Rate: If applicable

Rate Adjustments

Additional rate information:

• After-hours premium (percentage)
• Weekend rates
• Emergency service rates
• Sublet markup percentage

Shop Supplies

How you charge for supplies:

• Flat fee per repair order
• Percentage of parts (e.g., 10%)
• Itemized on invoice
• Included in labor rate

Payment Information

Banking Details

For direct deposit payments:

• Bank name and branch
• Routing number
• Account number
• Account type (checking/savings)

Payment Terms

Your payment preferences:

• Net 30, 45, or 60 days
• Early payment discounts
• Late payment fees
• Preferred payment method

Tax Information

Sales tax handling:

• Tax ID number
• State tax rate
• Exemption certificates (upload)
• Resale certificates

Documents and Files

Required Documents

Upload copies of:

• Business license (current)
• Insurance certificate (COI)
• W-9 form
• Void check or bank letter
• ASE certifications
• Manufacturer certifications

Optional Documents

• BBB accreditation certificate
• AAA approval letter
• Awards and recognitions
• Facility photos

Logo and Branding

Facility Logo

Upload your business logo:

• PNG or JPG format
• Transparent background (PNG recommended)
• High resolution (at least 500px wide)
• Square or horizontal layout works best

Facility Photos

Showcase your facility:

• Exterior photo of building
• Service bay photos
• Team photos
• Waiting area
• Equipment photos

Provider Relationships

Approved Providers

List contract providers you work with:

• Add provider name
• Account number with provider
• Contact person at provider
• Specific requirements or notes

Provider-Specific Settings

Customize settings per provider:

• Custom labor rates
• Special documentation requirements
• Preferred communication method
• Payment terms

Multi-Location Management

Adding Locations

If you have multiple facilities:

1. Go to Settings → Locations
2. Click "Add New Location"
3. Enter location details
4. Assign manager/staff
5. Set location-specific settings

Location Switching

Switch between locations:

• Use location dropdown in top navigation
• View claims specific to each location
• Separate reporting per location
• Individual labor rates per location

Updating Information

When to Update

Update your facility profile when:

• Address or phone number changes
• Insurance or licenses renew
• You add new certifications
• Labor rates change
• Operating hours are modified
• Bank account information changes

Verification Process

For certain changes:

• Major changes may require re-verification
• Upload new documentation as needed
• Verification typically takes 1-2 business days
• You'll receive email confirmation